Moving Beyond the Basics of Document Management Software

3 Ways to Use DMS (Document Management Software) for More than Just Scanning and Storing

If you’re using document management software only as a way to reduce paper, then you might just be overlooking a slew of other uses. There are many other ways you can use to reduce papers; within the last fifty years, technology has progressed beyond simple front-end document capture, file, and storage. Sophisticated document management systems today feature embedded workflow, integration, automation, and business process management (BPM) tools that significantly increase your organization’s productivity and efficiency.

In today’s economy, it’s crucial to automate processes wherever possible. This is easily accomplished with the right document software. For example:

1. Streamlining Back Office Operations

The right document management solution can enable you to streamline the entire life cycle of various back office functions, such accounts payable and receivables since many systems can be easily integrated with QuickBooks® or other accounting software or even internal systems. Employee résumés, vacation requests and approvals, customer suggestion requests, sick leave, PTO requests, salary increases and other documents can be instantly captured, stored, retrieved, shared, and collaborated on seamlessly as well.

To further streamline your workflow, document software also includes the ability to add or import documents such as faxes, Microsoft® Outlook emails, Word processing documents, Excel spreadsheets, or PowerPoint presentations.

2. Improving Customer Service

Customers are used to the idea of things being done quickly and efficiently. By storing customer records or documents electronically, you’ll soon reap the benefits of improved customer satisfaction. Document management software enables your staff to answer customer inquiries or service requests with “one and done” convenience, “quick fast and prompt service” is the key to customer satisfaction; now day especially since the documents and information they need is immediately retrievable at their fingertips.

3. Mitigating Risk Management

Whether it’s HIPAA (Health Insurance Portability and Accountability Act), Sarbanes-Oxley, FOIA (Freedom of Information Act), SEC (Security and Exchange Commission), NASD (National Association Of Securities Dealers), The Patriot Act or the dozens of other state, federal or industry regulations acts – your business is probably impacted in some way. With document management software, confidential and private information is protected at all times, even when sharing and storing thousands of documents. Customer and staff records will never be lost, misplaced, misfiled, or fall into the wrong hands.

In conclusion, never forget these three ways to use document management software (DMS): Streamlining back office operations, improving customer service, and mitigating risk management; they are extremely important for your business future success.



Source by Matthew Paulsen